Executive Specialist

Now Hiring: Executive Assistant

Location: Brawley, California (Bilingual -Spanish Required)
Schedule: Full-Time | Monday–Friday, 8 AM – 5 PM
Travel: Occasional local travel to support onsite HR functions
Department: Administration

Our Mission
At Inland Respite, we provide high-quality, compassionate respite care to families of individuals with developmental disabilities. Our People Operations team plays a vital role in supporting employees and ensuring operational excellence across our growing organization.

Position Summary
Under general direction of the Administrative Manager or their designee, will perform a variety of administrative-related duties related to the various programs, office management and executive/administrative support, receptionist area, maintaining confidential files and related documentation, along with other duties as assigned. As a management company, we share the goal of relieving the client of various aspects of their business to enable them to focus on their core competencies. This position may also serve as a first point of coordination for minor facility-related concerns due to its proximity to office operations and may support light property management tasks as assigned by the Administrative Manager.

Key Responsibilities

Provides administrative support for various Executive Staff, along with special project assistance with other departments and agencies; organizes special events (e.g. fundraisers, employee functions, etc.).
Assist with special projects, at the request of the Executive Staff member(s); plan and coordinate multiple presentations, disseminating information, coordinating direct mailings, creating brochures, etc.
Responsible for generating, interpreting, and delivering reports; assists in the delivery and collection of survey data.
Will generate and draft correspondences, memos, charts, tables, graphs, business plans, etc. In return, will proofread documents for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Responsible for and maintains Executive Officer(s) &/or Staff calendars.
Establishes, develops, and maintains a filing system for the executive staff; retrieves information from files when requests.
As directed, will conduct functions pertaining to documentation, recordkeeping, travel, finance, credit cards, involving purchases, contracts and other administrative duties assigned; actively involved in the invoice/supply order approval process ensuring invoices are reviewed, approved, and distributed for payment and supply orders are submitted for processing.
Arrange and schedule all administrative travel plans, conferences, meetings, and company activities.
Maintains an appropriate inventory of office supplies and materials; orders and requisitions office supplies; maintains and coordinates other service contracts.
Keep and maintain an inventory of items for Admin events, anniversaries, and birthdays.
Distributes all incoming and outgoing communication, deliveries, and postal shipments.
Receive, direct and relay telephone and fax messages to appropriate Executive Staff &/or personnel.
Facilitate the delivery of training programs and determines eligibility of prospective attendees. Prepares and distributes training material such as handouts, evaluations forms and visual aids; assist employees with visual and audio set up working in coordination with IT support.
As directed, is responsible for maintaining all corporate books and accounts.
Acts as a liaison with other departments and outside agencies, including high-level staff such as Executive Officers, Presidents, etc. In doing so, will handle confidential and non-routine information and explains policies when necessary.
Will coordinate a division of workload with the Management Company’s receptionist.
Assist with training, coaching, and employee development applicable to the front desk area.
Continuously strive to provide excellent customer service, interpersonal communication and serve as a source of accurate information.
Support the Administrative Manager and CAO in implementing process improvements, internal coordination efforts, and cross-agency initiatives as delegated.
Act as a liaison for routine property-related needs, coordinating service requests with vendors or building contacts when issues are reported by staff or tenants; escalate facilities matters to the Administrative Manager or CAO as appropriate.
Secondary Responsibilities
Assist in other administrative areas of the agency, when needed.
Ability to periodically organize and schedule speakers to coordinate training and/or other relevant business events.
When called upon, will serve as an intermediate supervisor at the request of the company’s Administrative Manager, CAO, or designee.
When called upon, will attend agency, public, professional meetings and/or committees serving as a corporate representative.
Participate with continuous quality improvement as identified for the department and/or agency.
Assist the Administrative Manager with maintaining vendor contact lists and supporting routine property or facilities-related correspondence.
Required Qualifications
High school graduate or equivalent (GED) plus post-secondary education in business administration, or related field.
Prior administrative support &/or secretary experience (1-2 years preferred).
Ability to read, write and communicate effectively in English and Spanish.
Ability to type 45-55 wpm and do basic business arithmetic.
Practical application of MS Access, MS Excel, MS Outlook, MS PowerPoint, and MS Word for a Windows environment is required.
Familiarity with basic property/facilities coordination or willingness to learn preferred.
Ability to use standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc.
Valid California Driver’s License.
Work Environment & Physical Requirements
Physical Requirements
Visual/hearing ability sufficient to comprehend written, verbal, and telephone communication

Ability to sit for long periods

Ability to stand, perform computer entry, and walk

Ability to perform repeated bending and reaching

Ability to lift and carry up to 20 lbs

Ability to travel within and outside the county as needed

Environmental Requirements
Must be able to work indoors in a predominately sedentary position

Must have a wide range of physical motion, including:

Bending

Twisting

Standing

Walking

Carrying boxes and supplies

Sitting for long periods

Must be able to:

Answer telephones consistently

Use hands to type and enter data

Perform a wide range of office and clerical duties

Must be able to greet staff members, participants, and community members in a pleasant and professional manner on a consistent basis

Must consistently maintain composure, meet office challenges with maturity and objectivity, and always strive to deliver the utmost level of customer service

Scheduling & Availability
Standard hours: Monday–Friday, 8 AM – 5 PM with a (1) hour lunch.
Occasional extended hours based on workload and deadlines
Full-Time, schedule
Why Join Inland Respite?
Competitive Salary
Health, Dental, and Vision Insurance
Paid Time Off (Vacation, Sick Leave, Holidays)
401(k) Plan with Employer Match
Mileage Reimbursement (when applicable)
Ongoing Training & Development
Supportive, Mission-Driven Team
Career Growth Opportunities
Apply Today!
Play a key role in supporting the people who make compassionate care possible. Join Inland Respite's People Operations Team and help build a strong, compliant, and employee-centered organization.

Submit your application now to join our mission-driven team!